Managing payments

Beyond the initial payment configuration covered in the Season management articles, this article covers how to manage payments on an ongoing basis - viewing payment status, processing manual payments, voiding transactions, and handling payment schedules.

Written By Ross Beale

Last updated About 4 hours ago

Viewing payments

From an enrollment profile, the Billing tab shows the full payment picture:

  • Balance - the outstanding amount owed.

  • Payment history - a list of all transactions, including successful payments, pending scheduled payments, and voided transactions.

  • Payment schedule - if the family chose a deposit or installment plan, you'll see the full schedule of upcoming payments with their amounts and due dates.

Processing a manual payment

In some cases you may need to record a payment that happened outside of Stripe - for example, a check payment. From the billing tab, click Record payment and enter the details:

  • Amount - the payment amount.

  • Payment method - select the method (e.g., check, cash, or other).

  • Notes - optionally add context about the payment.

Manual payments are recorded in the transaction history alongside Stripe payments.

Voiding a payment

If a payment needs to be reversed, you can void it from the billing tab. Voiding a payment:

  • Removes the payment from the enrollment's balance calculation.

  • Logs the void in the activity feed with full attribution.

  • Does not automatically issue a refund through Stripe - refunds through Stripe should be handled from the Stripe dashboard if needed.

Managing payment schedules

For enrollments on a deposit or installment plan, the payment schedule shows each upcoming charge with its amount and due date. From here you can:

  • Void a scheduled payment - cancel a future payment before it processes.

  • Edit a scheduled payment - adjust the amount if needed.

Scheduled payments are processed automatically on their due dates. If a payment fails (e.g., due to a declined card), it will be flagged so your team can follow up.

Adjusting balances

You can apply credits or debits directly to an enrollment's balance. This is useful for one-off adjustments like scholarships, manual discounts, or corrections.

Balance adjustments can also be applied in bulk from the enrollments Datatable - select multiple enrollments and use the Add credit/debit bulk action.